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Spare Parts Management

Nina BENDERAC
Updated

Available for

  • Roles: Administrator
  • Plans: Starter, Premium, On demand

In Mobility Work, spare parts management is simple and optimized to improve the efficiency of your maintenance operations. You can easily track and organize your spare parts through an intuitive interface.

How to Create a Spare Part?

To create a spare part, follow these steps:

  1. Go to the Equipment or Spare Parts tab.
  2. Click on the Create button.
  3. In the creation form that appears, check the box This equipment is a spare part.

This procedure will correctly define your spare part while offering the same creation options as for equipment.

Once this box is checked, specific fields for spare parts will automatically appear below:

  • Unit price

  • Amount

  • Minimum stock

  • Replenishment lot

  • Currency

  • Maximum stock

  • Location

You will then be asked to provide the following information:

  • Location: The physical location of the spare part.
  • Unit price: The price of the spare part.
  • Currency (optional): Currency (Euro, Dollar, Pound, etc.).
  • Amount: The current stock of the spare part.
  • Minimum stock (optional): The minimum required stock for this spare part (e.g., you can enter 100 if you must always have at least 100 units of a particular spare part).
  • Maximum stock (optional): The maximum amount of stock you can have and do not wish to exceed (e.g., you can enter 200 if you cannot have more than 200 parts due to space constraints).
  • You can enter the Item Code (the one found in your ERP). If you don’t have it, Mobility Work will add a default one.
  • You can also enter the Replenishment lot, which corresponds to the minimum quantity required for restocking this spare part (e.g., you can enter 30 if you cannot order fewer than 30 parts of a particular item).

Apart from the specific spare parts information, you can fill out other fields such as:

  • Photo of the spare part
  • Spare part name: Which can follow the structure: Element type – Brand – Model – Part number – Geographical area or production line.
  • Spare part description: Including element type, contract type, serial number, and any other necessary information.
  • Cost center of the spare part: Representing the financial breakdown of your parts or a geographical area.
  • GTIN/EAN code (optional): Barcode of your spare part.
  • Item code (optional): Reference for a spare part in your catalog.
  • Tags associated with your equipment: For personalizing information about your spare parts.
  • Linked equipment: Allows you to link multiple pieces of equipment or spare parts during their creation.
  • Custom fields (optional): Add additional fields during the creation of the equipment.
  • Visibility of your equipment: Public or private. A public item is accessible to all Mobility Work community users, with anonymized company names and users.

How to Edit a Spare Part?

You can modify a spare part by clicking on the Update a spare part button. The record will become editable, and you can adjust the information in the relevant fields.

However, to modify the stock of a spare part, you need to use the Restock button or the Inventory button. For more information, please refer here.

How to Delete a Spare Part?

Please note that deleting a spare part is irreversible. To delete a part, go to the dropdown menu by clicking the three dots button to the right of the part.

Before confirming the deletion, make sure this action is really necessary. If the spare part is associated with ongoing tasks or operations, they will also be deleted.

To maintain a history and keep track of tasks related to the part, we recommend archiving the spare part instead. This will allow you to preserve the information while removing it from the active list.

How to Archive a Spare Part?

To archive a spare part, go to the dropdown menu by clicking the three dots button to the right of the part, then select Archive Spare Part. Note that all ongoing or future tasks will be deleted, while completed tasks will be retained but no longer editable. The associated maintenance plans will also be archived, and all links with other equipment or spare parts will be removed.

After archiving, the spare part will remain accessible, and you will still be able to view the information on completed tasks.

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